HP Fax 2140 User Manual

HP 2140 Fax series

User Guide

Part number: CM721-90001

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The information contained herein is subject to change without notice. No part of the document may be photocopied, reproduced, or translated to another language without the prior written consent of Hewlett-Packard Company.

Notice

The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting and additional warranty. HP shall

not be liable for technical or editorial errors or omissions contained herein.

The Hewlett-Packard Company shall not be liable for incidental or consequential damages in connection with, or arising out of the furnishing, performance, or use of this document and program material which it describes.

-h_,_ Note: Regulatory information can be found in the Specification section of this guide.

It is not lawful in many places to make copies of the following items. When in doubt, check with a legal

representative first.

• Governmental paper or documents

- Passports

- Immigration papers

- Selective service papers

- Identification badges, cards or insignias

• Governmental stamps:

- Postage stamps

- Food stamps

• Checks or drafts drawn on Governmental agencies

• Paper currency, traveler's checks, or money orders

• Certificates of deposit

• Copyrighted works

Safety information

Z_ WARNING! To prevent fire or shock hazard, do not

expose this product to rain or any type of moisture.

Always follow basic safety precautions when using this product to reduce risk of injury from fire or electric shock.

Z_ WARNING! Potential shock hazard

• Read and understand all instructions in the setup poster.

• Telephone lines can develop hazardous voltages. To avoid electrical shock, do not touch the contacts on the end of

the cord, or any of the sockets on the HP Fax. Replace damaged cords immediately.

• Never install telephone wiring during a lightning storm.

• Observe all warnings and instructions marked on the product.

• Unplug this product from wall outlets and telephone jacks before cleaning.

• Do not install or use this product near water or when you are wet.

• Install the product securely on a stable surface.

• Install the product in a protected location where no one can step on or trip over the line cord, and where the line

cord will not be damaged.

• If the product does not operate normally, see the Troubleshooting section of this user guide.

• No operator-serviceable parts inside. Refer servicing to qualified service personnel.

• Use in a well ventilated area.

Contents

Quick start ................................................................ 4

Load paper ................................................................ 4

Load documents to fax or copy ................................................. 5

Send a fax ................................................................. 5

Receive a fax .............................................................. 6

Make a copy ............................................................... 6

Make a telephone call ........................................................ 7

HP Fax basics ............................................................. 8

The HP 2140 Fax ........................................................... 9

Parts of the HP Fax....................................................... 9

Control Panel of HP Fax .................................................. 10

The menus ............................................................... 12

Overview of menu options .................................................... 13

BASIC FAX menu ....................................................... 13

ADVANCED FAX menu .................................................. 14

TOOLS menu .......................................................... 15

Loudspeaker .............................................................. 15

Navigate the menus ........................................................ 15

Ready mode ........................................................... 15

Menu buttons .......................................................... 15

Enter dates, times, text, and telephone numbers .................................. 16

Most text fields ......................................................... 17

Fax header telephone number ............................................. 18

Speed dialing ............................................................. 18

Store a number in the phone book .......................................... 18

Print the phone book ..................................................... 19

Dial from the phone book ................................................. 19

One-touch dialing .................................................... 19

Phone book dialing ................................................... 19

Paper types and sizes ....................................................... 20

Document types and sizes ................................................... 20

Set document resolution and contrast for a single copy ............................. 21

Adjust volume ............................................................. 22

Ringer volume .......................................................... 22

Speaker volume ........................................................ 22

Automatic fax redial ......................................................... 22

Contents 1

Additional features ........................................................ 23

Set rings to answer ........................................................ 23

Use Caller ID ............................................................. 24

Turn Caller ID on ....................................................... 24

See who called with Caller ID ............................................. 24

Print a list of Caller ID numbers ............................................ 24

Block junk fax numbers ..................................................... 24

Add a junk fax number .................................................. 24

Delete a number ....................................................... 25

Favorites ................................................................ 25

Save a document ...................................................... 25

Delete a document ..................................................... 25

Send a document ...................................................... 25

Print a document ....................................................... 25

Image TCR .............................................................. 26

Distinctive ring (DRPD) ..................................................... 26

Step 1--Teach the HP Fax the ring pattern .................................. 27

Step 2--Set up distinctive ring (DRPD) answer mode .......................... 27

Answer/receive mode ...................................................... 27

Advanced faxing .......................................................... 29

Broadcasting ............................................................. 29

Delayed fax .............................................................. 29

Polling .................................................................. 30

Setting send polling ..................................................... 30

Polling another fax to receive ............................................. 31

To cancel the scheduled job ................................................. 31

Forward faxes ............................................................ 31

Feature reference ......................................................... 33

Set the date and time ...................................................... 33

Turn on and off sounds ..................................................... 33

WakeUp sounds ....................................................... 33

Alarm sounds ......................................................... 33

Key sounds ........................................................... 34

Silent mode ........................................................... 34

Set the fax header information ............................................... 34

Print reports .............................................................. 34

Automatic reports ...................................................... 34

Reports you can print ................................................... 35

Reprinting faxes .......................................................... 36

Clearing memory .......................................................... 36

Loudspeaker ............................................................. 37

Redial a number in memory ................................................. 37

2 Contents

Care and maintenance ..................................................... 38

Print cartridge information .................................................... 38

View ink level ............................................................. 38

Print the self test ........................................................... 39

Replace the print cartridge ................................................... 39

Clear jammed documents and paper ........................................... 41

Document jams during transmission ......................................... 41

To clear document jam: ................................................ 41

Paper jams during printing ................................................ 41

If the paper is jammed in the printing area ................................. 41

If the paper is jammed in the paper feed area .............................. 42

Maintain the print cartridge ................................................... 42

Clean the print cartridge .................................................. 42

Wipe the print cartridge contacts ............................................ 42

Clean the contacts ................................................... 42

Clean the cartridge carrier contacts ...................................... 43

Clean the document scanner area ............................................. 44

Adjust the scanner ......................................................... 45

LCD error messages ........................................................ 46

Troubleshooting ........................................................... 48

Fax problems .......................................................... 48

Print quality problems .................................................... 50

Paper feeding problems .................................................. 51

Specifications and regulatory information ..................................... 52

Paper types and sizes ....................................................... 52

Document types and sizes ................................................... 52

Acceptable documents ................................................... 52

Print cartridge ............................................................. 53

Product specifications ....................................................... 53

A sample of ITU #1 test chart (reduced to 60.5%) ................................. 55

Environmental product stewardship program ..................................... 56

Regulatory notices ......................................................... 57

Use Hewtett-Packard support services .......................................... 59

Declaration of conformity .................................................... 61

Hewlett-Packard LIMITED WARRANTY STATEMENT ............................. 62

Index ....................................................................... 63

Contents 3

1 Quick start

This chapter gives you a quick introductionto the basic functions of your new fax

machine. Please refer to the later chapters for detailed instructions.

1 The "arrow buttons" located at the left and right of OK button on the control panel are

des gnated by _ !, in the instructions.

Load paper

You can load up to 50 sheets of plain paper in the input tray. Before loading the paper,

make sure the paper size is set correctly in the BASIC £AX menu. For more

information, see Paper Size on page 13. The HP Fax is designed to work with a variety of plain papers (cotton bond 75-90 g/m 2

(20-24 lb.)) in A4, Letter, and Legal sizes.

_! TIP: Some papers have a side that's been conditioned for printing. The "print

side" is indicated on the paper's packaging. Always load with the print side facing you.

1 Slide the Paper Guide to Ltr or A4 paper width. Be sure not to bind the paper stack.

2 Pull the Paper Tray Cover toward you to open it.

_ NOTE: You must open the Paper Tray Cover to properly insert the paper.

4 Quick start

3 Fan,neatlystack,theninsertupto50sheetsofpaperwiththeprintsidefacingyou. 4 PushthePaperTrayCoverbackintoplace.

Load documents to fax or copy

You can load up to 15 pages in the document feeder. Load the documents face down (printed side toward the machine).

Loaddocumentstofaxorcopy

Send a fax

1. Place the document to be sent (up to 15 pages) in the document feeder.

2. Dial the number by using one of these methods:

Adjust guides to document width.

• Entering the number and pressing Start.

• Lifting the handset, entering the number, and pressing Start.

• Using the Loudspeaker button to listen as you dial, then pressing Start.

• Pressing and holding a One Touch button. For more information, see One- touch dialing on page 19.

• Pressing the Speed Dial button, when Sea_ch & nlal appears in the display, press OK and search for the number. When the correct number appears, press Start. For more information, see Phone book dialing on page 19.

_" NOTE: One touch and speed dial locations must have been previously

programmed.

For more information, see Store a number in the phone book on

page 18.

Quick start 5

Receiveafax

Receive a fax

How faxes are received depends on how the Answer Mode/Receive Mode is set. For more information, see Set rings to answer on page 23.

FAX answer mode

The fax machine will answer the telephone, automatically detect fax tones, and receive a fax.

_ TIP: However, if you accidentally answer the telephone and hear fax tones,

press the Start button to receive the fax.

AUTO answer mode

In AUTO mode the telephone rings for a certain number of rings (see Set rings to

answer on page 23), then switches to FAX receiving. TEL answer mode

Ifthe answer Mode is set to TEL, you must manually receive faxes.

1. Answer the telephone.

2. If you hear fax tones, press the Start button.

3. Once you hear fax tones from both machines (this may take several seconds), you should hang up the telephone.

Make a copy

You can make multiple copies of a 15 page document.

Single copymdefault settings

1. Turn the page face down and insert it into the document feeder.

2. Press Copy twice.

Multiple copies or copies with options/settings

1. Turn the page face down and insert it into the document feeder.

2. Press Copy. Number of Copies then 01 [01-50] wilt display.

3. If you want more than one copy, use the phone pad to enter the number of copies.

4. Press Copy to start copying or press OK to go to the next option.

Zoom Rate then 97% will display.

5. Press _ I' to select the reduction or enlargement percentage you want (50-150).

6. Press Copy to start copying or press OK to go to the next option.

Print Order then Normal will display.

7. Press _ I' to select Reverse ifyOUwant the last page printed first.

Printing the copies in reverse order will cause the first page to be on top when the

copy is complete.

8. Pressing either Copy or OK will start copying.

6 Quick start

Make a telephone call

Use one of the following methods:

• Pick up the handset and dial the number.

• Press and hold a One Touch number. This turns on the speaker. When you are connected, pick up the handset. For more information, see One-touch dialing on page 19.

• Press the Speed Dial button, when Sea_ch _ nlaZ appears in the display, press OK and search for the number. When the correct number appears, press Start. This turns on the speaker. When you are connected, pick up the handset. For more information, see Phone book dialing on page 19.

_ NOTE: One touch and speed dial locations must have already been entered

before you can use them. For more information, see Store a number in the phone book on page 18.

Makeatelephonecall

Quick start 7

2 HP Fax basics

This chapter lists the basic features of your new HP Fax and introduces you to the

machine.

The HP Fax features The HP Fax offers the following features:

• 200 page fax memory

• 50 page paper tray

• 15 page document feeder

• Favorites capability: Scan the entire document into memory before sending (see page 25).

• 100 speed dialing locations (including10 One-Touch speed dials) (see page 18).

• Distinctive Ring (DRPD) capability: Multiple numbers on the same phone line that are differentiated by ring pattern (see page 26).

• Broadcasting: Send the same document to multiple destinations (see page 29).

• Fax forwarding: Forward documents to another fax machine (see page 31).

• Delayed fax: Send the document at a later time (see page 29).

• Send/Receive Polling: Retrieve a waiting fax or hold a fax to be picked up (see page 30).

• Caller ID (see page 24).

• Last 10 number redial (see page 37).

• Junk fax blocking (with Caller ID) (see page 24).

• Reports to help you manage your work (see page 34).

8 HP Fax basics

The HP 2140 Fax

Parts of the HP Fax

Figure 2-1 Front view

The HP 2140 Fax

1 Document support

2 Paper tray

3 Paper tray cover

4 Document guide

5 Document feeder

6 Handset

7 Paper guide

8 Paper support

Figure 2-2 Rear view

1 Power cord socket

2 Connect handset to the HANDSET port.

3 Connect telephone line to the LINE port.

HP Fax basics 9

TheHP2140Fax

Control Panel of HP Fax

Figure 2-3 Control panel of HP Fax

0 o

Label Icon Name and Description

1 Mode/Contrast:

When no document is loaded, pressing this button changes the Receive Mode. See Answer/receive mode on page 27.

When a document is loaded, pressing this button changes the contrast for faxing and copying.

2 Resolution: Improves the clarity of a document that you are faxing or copying.

3 Access Cartridge: Moves the print cartridge to the center so it can easily be

replaced.

4 Favorites: Enables you to store documents that are frequently faxed and send

them to selected fax numbers without the originals. Press Favorites repeatedly to save, delete, send or print the documents.

5 __ Menu: Displays the options available for your HP Fax.

ScrollNolume:

When you are entering numbers or text, moves the cursor to the digit or character to be edited.

When Menu has been pressed, displays the next and previous menu options. Referred to as the arrow keys in text and are designated by: < ) .

When no other button has been pressed, adjusts the ringer volume. If the handset is off hook, adjusts the handset volume. When Loudspeaker has been pressed, adjusts the speaker volume.

7 OK: Accepts the selection shown in the display.

8 _ Back: Allows you to return to the previous menu level.

10 HP Fax basics

(continued)

Label Icon

The HP 2140 Fax

Name and Description

Number keypad: Dials telephone and fax numbers and enters letters and symbols in text fields. The phone key pad is also used for one-touch dialing.

Symbols: [The 0 key]. Used to enter special characters when entering a name in a

text field.

Speed Dial: Stores and dials 100 telephone/fax numbers. Redial/Pause:

Automatically redials the last number or allows you to select one of the last 10 numbers to redial.

Adds a pause while entering a speed dial number.

Mute: Mutes the telephone during a telephone call.

Loudspeaker: Allows you to listen to the telephone while dialing without lifting the handset. Allows you to listen only. There is no speakerphone capability.

Cancel:

In a Menu, stops an operation and returns to Ready mode. When entering text or numbers:

Press once to backspace delete numbers or letters when editing. Hold down to delete entire field.

Press again after holding down to return to Ready mode.

Start: Starts a fax job.

Copy:

Press twice to copy a document with the default copy settings. Press once then set options. Press OK between options. Press Copy to copy

the document.

HP Fax basics 11

Themenus

The menus

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12 HP Fax basics

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Overviewofmenuoptions

Overview of menu options

Your fax machine has settings that you can change. To find out how the options are currently set, print the System Data report (see Print reports on page 34).

To change these settings, see Navigate the menus on page 15.

The tables below shows the options for a menu in the left column and their setting choices in the right column.

BASIC FAX menu

Option Settings

Silent Hode You can turn off the machine sounds either manually or on a daily schedule (for

example, to turn off the sounds after work hours and overnight). The settings are: off, 0n-Always, and On-Daily. For more information, see Silent

mode on page 34.

Language There are 4 languages you can use for display and reports: English, French,

Spanish and Portuguese.

Sending Confirm A confirmation report shows whether the transmission was successful or not, how

many pages were sent, etc. ON: prints a confirmation report automatically each time you send a fax. OFF: never prints a confirmation report (You can print one manually

(see Print reports on page 34)). ERROR: prints only when an error occurs.

Note that this report can include the Image TCR (see Image TCR on page 26).

Paper Size A4, Letter and Legal are the paper sizes you can use to receive faxes and copy.

Auto Reduction When receiving a document as long as or longer than the paper loaded, the

machine can automatically reduce the data to fit your paper. If the fax machine cannot fit the data into one page with the feature enabled, the data is divided and

3rinted in actual size on two or more sheets. The settings are Onand off.

Discard Size If you turn the Automatic Reduction option off, you can set the fax machine

to discard any excess image at the bottom of the page when receiving a document as long as or longer than the paper loaded in your machine. If the incoming fax is out of the margin you have set, it will be printed on two sheets of paper.

The Discard Size can be 00 to 30 mm.

Rings To Answer

ECM Mode

You can select the number of rings before answering an incoming call. If you are using your machine as both a telephone and a fax machine (AUTO mode), we suggest you set the ring count to at least 4 to give you time to answer. The number of rings can be 2 to 7.

Error correction mode compensates for poor line quality and ensures accurate, error-free transmission with any other ECM-equipped facsimile machine. If the line quality is poor, transmission time may be increased when ECM is enabled. The settings are On and Off.

HP Fax basics 13

Overviewofmenuoptions (continued)

Option

Settings

Send From Memory

Caller ID

(This option is not available in all

countries/regions.)

Set Junk Fax No.

(This option is not available in all

countries/regions.)

Auto Journal

DRPD Mode

Resolution Sets the default resolution when copying and faxing.

Contrast Sets the default contrast when copying and faxing.

You can set your machine to scan a document into memory and then send the fax. The settings are On and off.

You can see the number of the person calling you. Before using this feature, Caller

ID service must be installed on your telephone line by the telephone company. The settings are On, On w/ Junk Fax, and Off. For more information, see Use Caller ID on page 24.

If you have Caller ID set to On w/ Junk Fax,yOUcan block faxes from particular numbers. You must have received a fax from that number to block it. Even though

/ou have added junk fax numbers, if you turned off the Caller ID option above, the

Junk Fax protection will be removed. The settings are Add and Delete.

The Auto Journal shows the specific information concerning transmission or reception activities, the time and date of most recent 40 transmissions or receptions. The settings are On and Off.

Distinctive ring (DRPD--distinctive ring pattern detection) is a service provided by some telephone companies that assigns two phone numbers to one phone line,

each of which makes your phone ring differently. If you subscribe to this service, you can program your machine to learn one phone number and distinctive ring for

incoming faxes. For more information, see Distinctive ring (DRPD} on page 26.

The settings are: Standard, Fine, and Superfine. For more information, see Set document resolution and contrast for a single copy on page 21.

The settings are: Normal, Lighten, Photo, and Darken. For more information, see Set document resolution and contrast for a single copy on page 21.

Tmage TCR Image TCR prints a sending confirm page with a miniature image of the first page

of the fax. The settings are Onand off. For more information, see Image TCR on page 26.

Dial Mode Set the dialing mode to the type of the exchange to which you are connected: Tone (This option is not or Pulse.

available in all countries/regions.)

ADVANCED FAX menu

Option Settings

Set Broadcasting Allows you to send a fax to several fax numbers at once.

Set Delayed Fax Allows you to set up a fax to be sent at any time in the next 24 hours.

Set Polling Send Allows you to set up a fax to be polled by another machine.

14 HP Fax basics

(continued)

Option Settings CancelSchedule Cancelsall scheduled faxes.

Set Fax Forward Allows you toforward incomingfaxes to another fax number.

TOOLS menu

Option Settings

Clean Cartridge Cleans the printcartridge to improve printquality.

Align Cartridge Aligns the print cartridge to improve printquality.

View Ink Level Allows you to see the estimated level of ink remaining in the cartridge.

Adjust Scanner Useonly if you havedropped the fax machine.

Self Test Printsa self test to allowyou totroubleshoot problems.

Loudspeaker

You do not need to pick up the handset to make a phone call. When dialing, just press the Loudspeaker button and enter the numbers. When your party answers, pick up the handset to talk to them. This feature is especially useful for checking voicemail

messages.

Loudspeaker

_F NOTE: Your HP Fax does not have speakerphone capabilities. The loudspeaker

enables you to hear calls but you must speak using the handset.

Q'.'-TIP: If you want to share the conversation with somebody beside

the handset and press Loudspeaker. The line is still connected and everybody can listen to the conversation.

While you are using Loudspeaker, do not place the handset beside the speaker, as this may result in noise interference.

Navigate the menus

Ready mode

Whenever the HP Fax is ready for faxing and copying (called Ready mode), it will display the date, time, and answer mode. For example, OCT-05 14:23 FAX.

Menu buttons

Use the Menu buttons to navigate the menu items.

pick

you,

HP Fax basics 15

Enterdates,times,text,andtelephonenumbers

1 PresstheMenubuttontoaccessthemenusystem.

2 Usethe< ) buttons to scroll through the options on a particular level.

3 Press OK to select a particular menu option.

4 Press Cancel to return to Ready mode.

Example To change the default Resolution setting to Fine, you would take the

following steps.

1. Press the Menu button repeatedly until BASIC £AX displays.

2. Press OK.

Silent Mode will display.

3. Use the < I' to scroll until Resolution displays.

4. Press OK.

Standard will display.

5. Use the < I' to scroll until £1ne displays.

6. Press OK.

7. Press Cancel to return to Ready mode.

Enter dates, times, text, and telephone numbers

Use these buttons when menu items ask you to enter dates, time or text.

• If the date format seems unfamiliar, check that you selected the correct one for your country when setting up your HP Fax (see Set the date and time on page 33).

• Some items on the display will show up with the blinking cursor under the item to change. Simply press the key for the new character or number or use the < I, to

move to the one you want to change.

• To enter a pause in a telephone number, press Redial/Pause. A P will appear in the display. Press the button multiple times for a longer pause.

• When entering text, press the phone pad button repeatedly to scroll through the characters. Use the following table for reference.

16 HP Fax basics

Most text fields

The letters and numbers scroll as shown next to each button for text fields such as the phone book. Press the 2 to display an A and press I, for the cursor to advance

before pressing 3 to select D. If yOUwant a B, press 2 twice in rapid succession.

Table 2-1 Keys to enter text and numbers

Enter dates, times, text, and telephone numbers

Key Produces

1 "space" 1

2 ABC2

3 DEF3

4 GHI4

5 JKL5

Key Produces

6 MNO6

7 PQRS7

8 UV8

9 WXYZ9

0 +-, .'/*#&0

For example, to enter 'Jacque & Baja,lnc.' follow these steps.

Press Result

_, _, ) , _, _, _)_), _ 'JACQUE' will display.

O Entersa space.

000000000 '&' will display.

O Entersa space.

_, ) , _, _, _ 'BAJA' will display.

000 ' ' will display.

OO0, (_(_, _ 'ZNC' will display 0000 ' ' will display.

HP Fax basics 17

Speed dialing

Fax header telephone number

For most telephone numbers you can only enter the numbers (for example,

1234567890). For the fax header that prints on all your faxes (see Set the fax header information on page 34), you can enter some punctuation in the number.

To punctuate the telephone number in the fax header, use these keys. Table 2-2 Keys to punctuate the fax header telephone number

Key Produces

# "space"

* +

For example, to enter '+123 456 7890' follow these steps.

Press Result

* '+' will display.

O, O, O '123' will display.

# Enters a space.

O, _, (_ '456' will display.

# Enters a space.

_, Q, O, O '7890' will display.

Speed dialing

Your HP Fax has a built-in phone book that allows you to enter up to 100 names and numbers for faxing or telephone use. Once entered, you can dial the number by any of

these methods.

• One-Touch (first 10 numbers)

• Searching the phone book through the Speed Dial button

All numbers must be stored in the phone book before use.

Store a number in the phone book

Once in the phone book these numbers can be dialed using one touch buttons, or by searching the phone book through the Speed Dial button.

1. Press Speed Dial button repeatedly until New & Edit appears and press OK. The display shows Speed [ 00-99] >##.

2. Enter a two-digit number and press OK. Numbers from 00 to 09 wilt be used for One-Touch dialing.

3. Enter the telephone/fax number you want to store (up to 40 digits) and press OK.

18 HP Fax basics

+ 48 hidden pages